Bar Spillage, Breakage & Complimentary Use Record: Spillage, Breakage and Comp Log with Tolerance in Excel

Full description

For bar managers, supervisors and cost controllers who want to see what is lost or given away at each bar. The workbook records each event with a reason code, a name and a sign-off, prices it from the item list, and sets the total against beverage sales and a tolerance you choose. Flags show missing approvals, self-approval and comps that need a higher level. Analysis reads the log by bar, reason, week and staff member. The Word procedure gives the reason codes, the recording sequence, approval levels, a breakage method and printable forms.

What is inside

• Bar_Loss_and_Comp_Record.xlsx: 7 tabs, 5,676 formulas, 2 native charts, 19 drop-down and input rules, 9 integrity checks
• 396 sample entries over 28 days and 3 bars, nine editable reason codes, twelve staff codes with approval levels, 33 items with unit cost
• Daily Record flags the first problem on each line: unknown item, no reason code, no authoriser, self-approval, approval level too low, guest or purpose missing, no sign-off, witness needed, check number missing
• Analysis: cost by bar, tolerance status, reason code, week, staff entry rate and flag
• Dashboard: 9 KPI tiles plus a check tile, 2 charts and a bar status table
• Bar_Loss_Recording_Procedure.docx and PDF: 9 pages with the reason codes, recording sequence, approval levels, breakage method, a worked example read from the workbook and four printable forms with a 20-item checklist
• README.txt and LICENSE-and-Terms.txt

How it works

1. Set the period, tolerances and approval limits on Settings, then replace the sample codes with your own.
2. Enter each event on Daily Record when it happens and type the daily beverage sales for each bar.
3. Read the flags each shift, Analysis each week and the Dashboard each month.
4. Use the procedure to train the team and print the forms for the bar.

Details

• Formats: 1 Excel workbook (.xlsx) and 1 procedure in Word (.docx) and PDF, English
• Software: Excel 2016 or later, or LibreOffice Calc 7 or later; any word processor for the .docx
• No macros, no external links, no data tables, no array formulas
• 3 files plus README and license; instant digital download

Good to know

• Sample data is illustrative. Replace it with your own figures.
• Tolerances, approval limits and the breakage rate are starting values. Verify them with your own policy and local requirements.
• The files support management control. They are not accounting, legal or licensing advice.
• Single-user license. Do not redistribute.

FAQ

How is the percentage calculated?

Loss cost divided by the beverage sales of the same bar and the same days. Food sales are not included.

What does the flag column check?

In order: unknown item, no reason code, no authoriser, self-approval, approval level too low for a complimentary entry, guest or purpose missing, no sign-off, witness needed and check number missing. The first match is shown.

Can I use my own bars, reasons and staff?

Yes. Settings has room for 5 bars, 12 reason codes, 16 staff and 45 items. Daily Record has 120 spare rows and Daily Summary has 21.

How is breakage measured?

Glasses broken in the period divided by glasses in use at the bar, compared with a tolerance rate you set.

Do I need macros?

No. Every result is a standard worksheet formula.